STAFF and PHONE NUMBERS

STAFF and PHONE NUMBERS STAFF and PHONE NUMBERS - Start

Added : 2016-06-21 Views :77K

Download Presentation

STAFF and PHONE NUMBERS




Download Presentation - The PPT/PDF document "STAFF and PHONE NUMBERS" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.



Presentations text content in STAFF and PHONE NUMBERS

Slide1

STAFF and PHONE NUMBERS

Marcia

Girdler

450-5025 AP/Travel Manager

Fax

450-5319

Peggy

Robinson

450-5024 Travel

Supervisor

Shannon Lucey 450-3620 Travel

Jaleesa Farris 450-3245 AP

Jolyn

Spencer

450-5023 AP

Pam

Giblet

450-3182 Accountant/Travel

Rae

Miller

450-5028 Accountant/AP

Department e-mail: apstaff@uca.edu

Slide2

Slide3

Do you always have to have an invoice?

Slide4

Yes, but there is one exception.

What is the one exception to having an invoice

?

Slide5

Postmaster

Slide6

Can contracts be used in place of an invoice?

Slide7

Contracts should only be used on services never for items.

Slide8

Why are account codes important?

Slide9

Account

codes are very

important because they affect:

Equipment

(Inventory)

1099’s

(Services to individuals)

Travel

Financials

Slide10

When determining which account code to use, should you take into consideration tax, shipping, and other fees?

Slide11

Yes, for example if you purchase ten chairs for $460 each the account code should be 730205 because $460 times ten plus tax and shipping equals $5,052.50 divided by 10 equals $505.25 each.

Slide12

Total

Each

Cost

460.00

X

10.00

=

4,600.00

Tax

402.50

5,002.50

500.25

Shipping

5.00

X

10.00

=

50.00

5,052.50

505.25

Slide13

Is UCA tax exempt?

Slide14

UCA is

NOT

tax exempt.

Most Arkansas vendors charge

sales tax

on all taxable items, but

many out of state vendors do not.

If there is not tax on the invoice, but the item is taxable, UCA is required by law to remit use tax.

Current tax rate is .0875

State is .065

City is .0175

County is .005

Slide15

Are all items taxable?

Slide16

NO

List three items that are not taxable.

Slide17

Nontaxable Items

Advertising

Insurance

Memberships

Online books or other services that are all online

USPS (Postmaster)

Prescription drugs, insulin and test strips

Referees

Registrations

Reimbursements

Royalties

Shipping only vendors

(Example: DHL, FedEx

or UPS)

Software

or

software licenses

when no tangible items

are

received

(Example: downloaded

)

Some

Contracts - depending

on the terms of the contract.

Stipends/honorariums

Subscriptions

Travel

Slide18

What is a tax rebate?

Slide19

City and county tax is capped at $2,500 thus rebates are given on invoices over $2,500.

For a tax rebate it does not matter if the vendor charges the tax or if UCA paid use tax.

Slide20

Is receiving required

on

all invoices?

Slide21

Receiving is

NOT required on the following:

 

Contracts

Dues

Memberships

USPS (Postmaster)

Prepays

Registrations

Reimbursements

Standing

orders

Subscriptions

Travel

Annual Software license

renewal

Slide22

Can you make a partial payment?

Slide23

Partial

Payments

Yes, partial payments may be

made for only part of the

purchase order.

Example

#1:

four items were ordered and only three

came

in, one was back-ordered.

Example #2: Airline ticket, registration, hotel and travel reimbursement were all done on separate days.

Slide24

What is a pre-pay and list three items that are normally pre-paid?

Slide25

Under

GAAP (Generally Accepted Accounting Principles

) expenses that will cross the fiscal year must be recorded in the period in which they occurred.

Slide26

Prepays

Advertising

Annual Access Fee

Insurance

License Renewal

License/Support

Maintenance

Membership

Online Training

Protection Plan

Service Contract

Software License

Subscription

Tech Support

Termite

contract

Slide27

Do pre-pays affect your budget?

If so how?

Slide28

The part of the expense that is for the next fiscal year is credited back to the current year budget and deducted from next year budget.

Slide29

What is a Direct Billing Request?

Slide30

The

D

irect Billing

R

equest

should be completed when

requesting

payments for food or

lodging.

For

example,

but not limited to:

 

Staff

Development

University Advancement

Student Recruitment

Student Orientation

Student

Training/Development

Slide31

When can a check request be used?

Slide32

Check Request/Refunds

Scholarship refunds

Overpayment

Ticket

refunds

Registration refunds

HR may use check requests for GAP and other payroll

deductions

that are designated for a particular purpose. For example: United Way

Other refunds where UCA first receipted the funds, but now there is a need for the

funds

to be returned to the original

owner

Slide33

Where do you see approvals?

Slide34

Self-Service

View Document

Approval History

Slide35

Slide36

What is the order the requisitions are approved?

Slide37

Document Identification

Document Number

R0012345

Type

Requisition

Originator:

PGIBLET

Pam Giblet

 

Approvals required

Queue

Description

Level

Approvers

GRN1

GR TRAVEL CATCH ALL QUEUE

20

 

 

 

 

Carmesha Jemerson

 

 

 

Sandy Ahne

PRG1

PROVOST GR TRAVEL

32

 

 

 

 

Jonathan Glenn

 

 

 

Laura Young

BCD1

SCIENCE

30

 

 

 

 

Tom Smith

 

 

 

Tom Addison

TRA1

Travel Administrator

10

 

 

 

 

Jeremy Bruner

 

 

 

Marcia Girdler

 

 

 

Peggy Robinson

Approvals recorded

Queue

Level

Date

User

SBC1

20

10-Oct-14

Ben Cates

Slide38

Follows the chain of command

T

hen Grants

Next Travel

Then to budget if NSF

Slide39

Where do you find your Banner messages?

Slide40

Click on Check Banner messages to see them

Slide41

If the message is too long you can see it all by clicking on the pencil

.

Slide42

Where can you see if a check has cleared the bank?

Slide43

FOIDOCH

Slide44

What changed on the TR-1?

Slide45

UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1Name of Payee:Marcia GirdlerSponsored Credit CardYesNo Department Name:Financial AccountingTravel PO Number:P0099999Official Station:UCADepartment Index:703000Account Number:717115Campus Phone #:450-5025Private Vehicle License #n/aEmail Address:marciag@uca.eduCampus Address:McCastlain 019UCA Student:Yes  NoXIndividual:XBlanket: UCA Employee:YesXNo If No List Employer: Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details.Yes NoXAmount of the Advance:$236.00  Are phone/internet charges business related?Yes NoXMode of Travel:CarWere meals provided by the conference?None SomeXAll If you drove mark one:PersonalXUniversity vehicle Rental -Phy Plant Rental-website Other Explain List passenger/s:Pam Giblet, Linda Lentz, Michelle Burgin, and Angela ParhamSpecial Lodging Authorization - (Total room rate - See UCA Travel Regulations)Reason why less expensive lodging was not selected:Conference's hotelPer Diem RateCost Per DayNumber of DaysTotalYOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT.$125.00 $135.00 6$810.00    $0.00 XXXXXXXXXX6$810.00 http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcutsJustification for Rental Car  Comments 

Slide46

Why does renting a vehicle now require a PO?

Slide47

Encumbers the funds

B

etter tracking of expenses by trip

Fewer NFS

Slide48

Do I need to do a new PO to Enterprise?

Slide49

Normally, no, because the expense should go on the same PO as the other expenses for the trip.

Slide50

For example, when Financial Accounting allowed several people to go to AACUBO, Marcia Girdler drove an Enterprise rental van. Her PO included meals, registration, and lodging. Now, you will also include the vehicle rental.

Slide51

AACUBO Conference in Heber Springs, AR

October 4-6, 2015

Registration - Ghost Card

$ 75.00

Lodging - Ghost Card

$ 200.00

Meal

$ 40.00

Rental Van - Enterprise Ghost Card

$ 260.00

Riding with her are Pam

Giblet,

Peggy Robinson, Linda Lentz, Michelle Burgin, and Misty Moran

Slide52

Is there ever a time I will have to create a new PO?

Slide53

If there is no PO, because the person is just traveling for the day (less than 12 hours) , and rents a vehicle plus does not have a standing PO for travel. Then a PO will need to be created for that trip. The PO can be in the traveler’s name or Enterprise B00800022

Slide54

Can faculty share a room with a student?

Slide55

No, never.

Slide56

Can students drive other students?

Slide57

No, never.

Slide58

Can you ever purchase your own airline ticket?

Slide59

Only when it can be documented that it saves the university money.

Slide60

Can you purchase airfare and lodging together?

Slide61

Yes, but only if you have documentation of the cost savings.

Slide62

For

example,

when you purchase your airfare and lodging together using

Travelocity,

it saves $250.00. The following steps should be followed:

Look up the cost of the flight and print it out $350.00

Look up the cost of the hotel and print it out $800.00

If

the cost using Travelocity for booking airfare and

lodging together

is $900.00 you may

go

ahead and use Travelocity.

When the TR-1 is turned in the documents where the cost of the flight and the cost of lodging were looked up separately must be attached to the

TR-1.

Split

the cost between the flight and lodging by using percent, then apply the percent to the cost of purchasing the flight and lodging

together

On

the TR-1 $270.00 should be list as the cost of the flight and $630.00 should be list as the cost of the

lodging

The

worksheet can be found on the Travel website – called

“Airfare & Lodging Split”. Also, in the instructions for completing a TR-1.

Only

the fields in yellow needs to be completed. The others are self-calculating

Slide63

Cost Separately

Percent

Split

Cost Together

$ 900.00

Flight

$ 350.00

30%

$ 270.00

Lodging

$ 800.00

70%

$ 630.00

Total

$ 1,150.00

100%

$

900.00

Slide64

How many days in Advance should an airline ticket be purchased?

Slide65

Fourteen days

Airline

tickets

purchased

less than 14 days in advance must have approval in writing from the President before purchasing airline tickets

.

Slide66

What are the percentages for travel advances?

Slide67

50% in the US

75

% in foreign

countries

90% group travel

Slide68

Which travel expenses are not eligible for an advance?

Slide69

Airfare

Registration

Lodging

Any item direct billed

Slide70

How many days in advance can you pickup a travel advance and who can pick it up?

Slide71

Two working days and only the traveler can pick it up.

Slide72

Why do I only get 75% of the maximum allowed for my first & last day of travel?

Slide73

Because it states it in the Travel regulations.

Slide74

On the first day of travel what is the maximum a state employee can claim?

Slide75

75% of the maximum allowed for the destination city.

Slide76

On the last day of travel what is the maximum a state employee can claim?

Slide77

$38.25

Slide78

Slide79

Does UCA pay per diem rates?

Slide80

No, never!

The traveler must claim actual expense up to the maximum allowed.

Slide81

When does the maximum allowed change?

Slide82

October 1

st

of each year.

Slide83

Is there a form that will help the traveler keep up with their expenses?

Slide84

Yes!

“Traveler’s Daily Meal Expenses”

Slide85

Travelers' Daily Meal Expenses

Traveler's Name:

Marcia Girdler

 

 

 

PO #

P0099999

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Cost

 

Tip

 

Total

 

 

Cost

 

Tip

 

Total

Date:

Sunday, September 15, 2013

 

 

 

Date:

Thursday, September 19, 2013

 

 

Breakfast

 

 

 

 

-

 

Breakfast

 

 

 

 

-

Lunch

15.00

 

2.25

 

17.25

 

Lunch

16.00

 

2.25

 

18.25

Dinner

25.25

 

3.50

 

28.75

 

Dinner

 

 

 

 

-

Snacks

1.50

 

 

 

1.50

 

Snacks

1.50

 

 

 

1.50

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

TOTAL

41.75

 

5.75

 

47.50

 

TOTAL

17.50

 

2.25

 

19.75

 

Maximum

allowed

 

 

34.50

 

 

Maximum

allowed

 

 

22.00

 

 

 

 

 

 

 

 

 

 

 

 

 

Date:

Monday, September 16, 2013

 

 

 

Date:

Friday, September 20, 2013

 

 

Breakfast

 

 

 

 

-

 

Breakfast

10.00

 

1.50

 

11.50

Lunch

 

 

 

 

-

 

Lunch

17.00

 

2.55

 

19.55

Dinner

30.00

 

4.50

 

34.50

 

Dinner

30.00

 

4.50

 

34.50

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

TOTAL

30.00

 

4.50

 

34.50

 

TOTAL

57.00

 

8.55

 

65.55

 

Maximum

allowed

 

 

33.00

 

 

Maximum

allowed

 

 

66.00

 

 

 

 

 

 

 

 

 

 

 

 

 

Date:

Tuesday, September 17, 2013

 

 

 

Date:

Saturday, September 21, 2013

 

 

Breakfast

 

 

 

 

-

 

Breakfast

5.00

 

0.75

 

5.75

Lunch

10.00

 

1.50

 

11.50

 

Lunch

17.00

 

2.55

 

19.55

Dinner

20.00

 

3.00

 

23.00

 

Dinner

8.00

 

-

 

8.00

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

TOTAL

30.00

 

4.50

 

34.50

 

TOTAL

30.00

 

3.30

 

33.30

 

Maximum

allowed

 

 

55.00

 

 

Maximum

allowed

 

 

34.50

 

 

 

 

 

 

 

 

 

 

 

 

 

Date:

Wednesday, September 18, 2013

 

 

 

Date:

 

 

 

Breakfast

 

 

 

 

-

 

Breakfast

 

 

 

 

-

Lunch

 

 

 

 

-

 

Lunch

 

 

 

 

-

Dinner

25.00

 

3.75

 

28.75

 

Dinner

 

 

 

 

-

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

Snacks

 

 

 

 

-

 

Snacks

 

 

 

 

-

TOTAL

25.00

 

3.75

 

28.75

 

TOTAL

-

 

-

 

-

 

Maximum

allowed

 

 

33.00

 

 

 

 

 

 

 

Slide86

When can you have meals without overnight stay?

Slide87

When away from your official station twelve hours or more

Must complete the form”

Day Travel without overnight Stay”

Must have an

itemized receipt

Slide88

What is required for moving expenses?

Slide89

Moving Expenses

Approval in

writing by the administrative head

or vice

president

must

be attached to the TR-1.

Account 717202-commodity 96256

An

approved travel purchase order.

Attach

the itemized receipts to the TR-1 and forward them to the Travel Office.

Slide90

What is the most common reason for mileage being marked down?

Slide91

Not listing vicinity miles on a separate line.

Slide92

Miles should be listed in whole numbers.

Slide93

Even if on the TR-1 miles are not listed in whole numbers the formula will round to whole number then calculate the cost.

Slide94

What are some of the most common mistake made on TR-1’s

Slide95

1) Claiming meals when meals where provided at the conference.

Slide96

2) Dates on TR-1 before and/or after the PO dates due to traveling time.

Slide97

Note: please list all dates in chronological order even if you don’t have charges for that particular date

Slide98

3)Departure and return times not being on the TR-1

Slide99

4) The special lodging authorization not being completed on the TR-1.

Slide100

UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1Name of Payee:Marcia GirdlerSponsored Credit CardYesnoNo Department Name:Financial AccountingTravel PO Number:P0099999Official Station:UCADepartment Index:703000Account Number:717115Campus Phone #:450-5025Private Vehicle License #n/aEmail Address:marciag@uca.eduCampus Address:McCastlain 019UCA Student:Yes  NoXIndividual:XBlanket: UCA Employee:YesXNo If No List Employer: Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details.Yes NoXAmount of the Advance:$236.00  Are phone/internet charges business related?Yes NoXMode of Travel:CarWere meals provided by the conference?None SomeXAll If you drove mark one:PersonalXUniversity vehicle Rental -Phy Plant Rental-website Other Explain List passenger/s:Pam Giblet, Linda Lentz, Michelle Burgin, and Angela ParhamSpecial Lodging Authorization - (Total room rate - See UCA Travel Regulations)Reason why less expensive lodging was not selected:Conference's hotelPer Diem RateCost Per DayNumber of DaysTotalYOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT.$125.00 $135.00 6$810.00    $0.00 XXXXXXXXXX6$810.00 http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcutsJustification for Rental Car  Comments 

Slide101

Why is it important to complete the third page of the TR-1?

Slide102

To ensure PO has enough money to reimburse the traveler and pay the credit card.

Slide103

UCA's Travel Expense Reconciliation Form

Expenses on the Ghost Credit Card, Sponsored Credit Card, or on a PO

Name of Payee:

Marcia Girdler

Travel PO Number:

P0099999

DATE

NAME OF TOWN VISITED

PO # or CREDIT CARD TYPE

HOTEL ROOM

COMMON CARRIER

RENTAL CAR

INCIDEN-TALS**

OTHER

REGISTRATION FEE (C)

TOTAL DIRECT BILLED PER DAY

TOTAL FROM TR-1

GRAND TOTAL DAILY EXPENSES

09/12/15

St Louis MO

Ghost C/C

135.00

493.00

 

300.00

 

 

948.00

81.70

1029.70

*

20.00

**

C

09/13/15

St Louis MO

Ghost C/C

135.00

 

 

 

 

 

155.00

27.00

182.00

*

20.00

**

 

09/14/15

St Louis MO

Ghost C/C

135.00

 

 

 

 

 

155.00

34.50

189.50

*

20.00

**

 

09/15/15

St Louis MO

Ghost C/C

135.00

 

 

 

 

 

155.00

27.00

182.00

*

20.00

**

 

09/16/15

St Louis MO

Ghost C/C

135.00

 

 

 

 

 

155.00

18.00

173.00

*

20.00

**

 

09/17/15

St Louis MO

Ghost C/C

135.00

 

 

 

 

 

155.00

47.00

202.00

*

20.00

**

 

09/18/15

St Louis MO

 

 

 

 

 

 

 

0.00

144.50

144.50

*

 

**

 

01/00/00

0

 

 

 

 

 

 

 

0.00

0.00

0.00

*

 

**

 

SUB-TOT EXPENDITURES

XXXX

#REF!

493.00

0.00

#REF!

0.00

0.00

1723.00

379.70

2102.70

**A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State

F) Minor Purchases G)Meals for State Guests H)Other (Explain)

 

*Hotel tax rate

16%

``

Slide104

What should the sponsored credit cards be used for?

Slide105

GUIDELINES FOR USE OF SPONSORED CREDIT CARD

S

The Sponsored credit card can be used for, but not limited to:

Airline tickets

Conference fees

Lodging

Meals with a team/group of students.

Incidentals within the scope of normal group travel

Must

have

itemized

receipts

Slide106

Should sponsored credit cards be used for meals?

Slide107

Only when purchasing meals for student groups while traveling.

Slide108

When are TR-1’s due in to the Travel Office?

Slide109

Five working days after the last day of the trip.

Slide110

Slide111

Slide112

Slide113

Slide114


About DocSlides
DocSlides allows users to easily upload and share presentations, PDF documents, and images.Share your documents with the world , watch,share and upload any time you want. How can you benefit from using DocSlides? DocSlides consists documents from individuals and organizations on topics ranging from technology and business to travel, health, and education. Find and search for what interests you, and learn from people and more. You can also download DocSlides to read or reference later.
Youtube